Changing or Deleting Union Codes

Warning: The time card screen is dependent upon the most current rates in the union file. Therefore, if the rate change has an effective date that falls in the middle of your pay period, you will need to create two batches of payroll for that week with separate week ending dates, one for each set of rates.   For example, if your payroll period is from June 27 to July 3 and the new union rates are effective July 1, then the first batch of payroll will consist of entries from June 27 through June 30 (week ending June 30) with the old union rates, and the second batch of payroll will consist of entries from July 1 through July 3 with the new union rates (week ending July 3).   DO NOT enter the rate changes until you have fully processed the checks for the first half of the pay period using the old pay rates otherwise all of the entries will be processed with the new rates.

When a union code is first entered into the system, it is automatically updated with a default effective date of April 15, 1987.  This date cannot be modified.  In order to create a code with the actual effective date, you must select the master code and then select the New Rates Button.  This option will make a complete copy of the code, along with any child codes to the master code, and  each code will be saved with the new effective date.  The new codes will become the 'current' codes regardless of the effective date.  In other words, the code that was last entered will be the 'current' code, not the code with the most current effective date.  The original codes may be viewed by clicking on the All Rates Button at the bottom of the Union Codes Screen.  

Technical Note:  The union code tables contains a field called RecType which controls which code is the current code.  The current code will be noted with a value of 1 in this field; old codes will be noted with a value of -1.  Use this information when designing reports that contain the union table so that you can filter for the current codes only.  Also note:  When the NEW RATES button is used, the RecType field will be set to 7 temporarily; the table itself should not contain this code once the NEW RATES process is completed.  If the table does contain this value, it may be modified to 1 or -1 as needed.  There should never be the same union code with the same RecType value and the same effective date.

In order to preserve the historical accuracy of these codes, the Edit Button should not be used to update the rates unless you are correcting data entry errors. Note that the descriptions of the Benefit Schedule Tab may only be changed on the master code.

Any union code may be removed from the Payroll system by selecting the Delete button but once a code has been removed, it will not appear in any union reports, and any reference made to it will be rejected by the system.

When an existing union code is updated with new rates, be sure to use the Payroll > Controls > Update Employees with Union Rates option to automatically update all employees linked to the union code with the rate changes.